University of Cambridge Computing Service Computerized ...€¦ · University of Cambridge...

University of Cambridge Computing ServiceComputerized Bibliography Using EndNote X7

Rosemary Rodd PCIf you are using your own wireless laptop, with EndNote already installed (we cannotprovide copies of the EndNote program), please ask us to give you some additional fileswhich you will need. Some instructions will need to be re-interpreted to suit your particularmachine, but most of the suggestions we make should work. Sign in to Eduroam (wirelessinternet service), open the EndNote program and then follow instructions from 2. below. NBIf you sign in to Lapwing, rather than Eduroam, some of the commands will not work.If you are using one of the managed cluster machines, it is already logged on with courseidentifier X8 and password camino .

Do not attempt to logout and login with your own user identifier (if any) as this will meanyour own space will end up littered with practice files. If you want to practise using EndNoteusing your course identifier this will continue to work for several days after the course (butwill then be wiped).This course is intended as a self-paced hands-on introduction to EndNote. We do not lectureand tell you how to do things – it is much more instructive for you to try things yourself. Thenotes may seem long and very detailed; please read the notes, as they provide informationthat you will need. If you don’t understand, please ask!Sections 1-3 of the notes tell you how to start EndNote on the public machines. When you areusing EndNote on your own machine things are simpler because there are no additionalcomplexities caused by running the program from a central server over a network.

About this course

This course only deals with the bibliography software package EndNote, which is availableon the University of Cambridge Managed Cluster sites. EndNote is available in bothMacintosh and Windows versions.On the University PCs and Macintoshes we have EndNote X7. This course is taught onWindows machines, but EndNote for Mac is very similar, except that the commands to insertcitations in Word are found on the Tools menu, not a separate Word Tab.

1. Introduction to EndNote

1. EndNote is a program that stores bibliographic references, and notes about thosereferences. The references are all stored in an EndNote Library.2. EndNote then interfaces with Microsoft Word to help you create a bibliography andbibliographic citations.3. New references can be added to your Library by

a. typing (or copying and pasting from another source)b. downloading from an online database (or library) to a text file and importing

the file into the Libraryc. connecting to a (suitable) online database, searching for references, and

importing them direct4. References can be to many types of information source; some of the ones that

EndNote understands are1. journal article2. book

3. book section (chapter within a book)

23/5/14 1 EndNoteX7 (PC)

1. electronic source2. conference proceedings

3. edited book

5. When you enter information about an Author or Editor into EndNote fields, always typeSurname, Forename(s) or Surname, X. Y. where X and Y are initials

6. By choosing a suitable Output Style you can later choose how you want the information to appear(i.e. Surname, Forename; or Forename Surname), and whether you want Forenames to beabbreviated to initials. Those decisions are made later.

7. Similarly, when entering a Book Title or a Journal Title, you don’t need to worry about whether it iseventually to be printed in italics or not. When entering a Year, you don’t need to know if the yearwill eventually be printed with brackets round it. Ranges of pages are just entered as numbers, withoutdeciding whether to put pp. before the numbers. Again, those are the jobs of the Output Style. Youjust need to enter the information, not any details of how you wish to see it in print.

8. Having produced a Library with some bibliographic entries in, you now start writing a document withMS Word. When you want to create a bibliographic citation in your document, you use EndNote’ssearching features to find the correct entry by Author, Title, or Keyword, and EndNote’s powerfulCite While You Write feature then inserts a citation into your text at the correct point and adds abibliographic reference at the end of the document. The style (contents and layout) of both the citationand of the bibliographic reference depend on the Output Style that has been chosen, and this caneasily be changed without retyping. Bibliographic citations can also be entered in footnotes.

9. EndNote provides a large number of Output Styles, including those relevant to many majorjournals and publishers. We at Cambridge have added a number of styles locally (and have improveda few existing ones), and those can be freely downloaded from us.

10. It is possible to alter Output Styles to suit your own needs; however, it is exceedingly difficult toget them right, and we cannot teach you to do this in the class situation. If you have particularrequirements to alter a style, or to create a new style, please contact us and we will help youindividually.

11. We recommend that you create only one EndNote Library for all your work; if you need todistinguish between entries that refer to different subjects, use suitable Keywords, or set up Groupswithin your library to sub-divide it.


Example of typing a new reference into EndNote(this example is an Edited Book)The reference as it appears in a printed document:

Hassall, W., and J. C. Beauroy, eds. (1993) Lordship and Landscape,Norfolk 1250–1350, British Academy Social and Economic History, Oxford:Oxford University Press.

Break it down into its component fields and enter them in a new blank reference as follows:

Field Type into EndNote Notes

Editor Hassall, W.Beauroy, J.C.

Each editor on separate line.Surname comma spaceinitials.

Don’t type , and or ,eds.

Year 1993 No brackets round year

Title Lordship and Landscape, Norfolk 1250-1350 Don’t type italics or finalcomma

Series Editor Leave blank

Series Title British Academy Social and Economic History Don’t type comma

Place Published Oxford Don’t type colon

Publisher Oxford University Press Don’t type full stop

. . .

Keywords landscapefarmingCoke of Norfolk

Each keyword on separateline.No punctuat ion roundkeywords

Working with EndNote start obeying these instructions here

This part of the notes is the practical session. You will find it worthwhile to try all of it, even if you have usedEndNote before.The last part of the notes is for you to read later. It contains hints, warnings, and techniques for using facilities thatwe cannot provide for everyone on the course.

NOTE: some instructions are labelled PC or Mac — obey the correct ones for your machine.

1. Starting EndNote on the University Managed Clusters

On the University machines EndNote is installed on a shared fileserver to which users cannot write back changes(so that the master copy does not get corrupted). This means you may occasionally get error messages warning youthat a particular file cannot be edited. Do not be concerned about this, as the files can still be used for your workand, if you need to, you can take copies to edit in your own space.

1. Click the Start menu and then All Programs. Click on Word and Text Processing, then onEndNote (not EndNote Help) to start the EndNote program. At present this is quite slow.

2. Click the large button beside the label “Open an existing library” and select the file called paleo (asample EndNote library we prepared earlier). Click “Open”.


This section is just for information, N

OT to be obeyed!

2. Important

When using EndNote on the managed clusters you must run EndNote from the Start menu before trying to doanything else. EndNote configures itself during the startup process and trying to run it in any other way is likely tocause errors. If you find your EndNote files are not working properly and you can’t display references this canoften be fixed by quitting from EndNote and starting again from the menu. This will often fix peculiar errors onstand-alone machines too, so running only from the Start menu is a good habit to get into.

3. The Library window

The Library window lists all the references currently in the Library, and by default displays the author’ssurname (only the first author is shown), the year, title, and journal for each reference.You can browse in the Library window using the scroll bars, the scroll arrows, or the arrow keys. The windowlayout can be changed (see the manual or the Help system) and re-sized. Windows can be moved by dragging the title bars. If you accidentally close the Library window don’t worry – allyour entries are safe!

4. The Reference Window

Double-click the reference with author Bensalah.A Reference window will open, showing you all the information that is stored about that reference.A record key is shown in the blue/grey margin at the top of the Reference window (it is used by EndNote to matchcitations in a paper to references in a Library). For example:

Bensalah, 1998 #24(the #24 is EndNote’s internal number for this reference – don’t use this number in your own work, it maychange!)Being careful not to close the Library window, click the close box (a red “x” ) of the Reference window.You can also view references in the right-hand pane of the EndNote window, but this is rather small for editing.

5. Typing a new reference

1. From the References menu choose New Reference (or press ctrl/n [PC] or command/n [Mac]).

2. An empty Reference window opens with ‘New Reference’ displayed at the top.

3. A new reference always appears as a ‘Journal Article’ but this can be changed using the drop-downReference Type menu at the top. If your New Reference window seems to contain the wrong fields, or lacksfields that you need to fill in, it is probably because you have chosen the wrong Reference Type.

For this example, create a Book reference.Authors’ names should be entered in the order ‘Last, First Middle’ e.g. Jasmin, Carole M.Each individual author must be typed on a separate line.

1. With the cursor in the Author field, type:Jasmin, Carole M. (including the space after the comma, and the full stop)

As you type, you may see EndNote suggest names similar to the one you are entering. This is EndNote’s way ofmaking it easier to enter new references.The name you are typing is a new author in this database, so keep typing until you complete the name.It appears in red to show that it is a new name for this Library.When you close or save the reference, the name will be remembered and the red text will change to black.Never type ‘and’ between two authors’ names – always start a new author on a new line.

2. Press the Enter (Return) key to accept the first name. 3. Now start entering the second author: Roe, Jennifer

This author is already known in this Library, so EndNote will complete the name for you.

4. Press the Tab key to accept EndNote’s suggested author name and move on to the Year field.

5. Continue entering the data as follows, using the Tab key to move to the next field, shift/Tab tomove to the previous field (you can also click a field with the mouse). If the fields you are trying to fillin seem to be missing, it’s probably because you haven’t changed the Reference Type to Book!


Year: 1999 Number of Pages: 100 Title: Impacts of meteorites on Earth Abstract: The impact of a meteorite

hitting Earth millions of years ago mayhave led to the extinction of some life.

Place Published New York Publisher: Blackcourt Press

Keywords: meteoritesextinctiondinosaurs

6. Notice that you do not need to put titles in italics, or surround them with quotation marks, orsurround dates with parentheses – EndNote will do that for you later.

7. Type each Keyword on a separate line.8. Once the reference is finished always close it before trying to type another one—it is not saved untilyou do. Answer “yes” to the prompt to save it.

6. NOTES:1. Don’t close the Library window before you close the Reference window or you will lose yournewly-typed reference. Close the Reference window by clicking its close box (the inner one) or by choosing (inthe File menu) Close Reference (ctrl/w [PC] or command/w [Mac]). At this point you may be asked if youwant to save the new reference or discard it. Obviously, save it, and it will appear in the Library window.2. If you have made a mistake while typing a reference, just re-open the reference, make corrections,and close it again.

7. Output Styles

A reference can be selected by clicking once with the mouse, using the arrow keys, or typing the first few letters(without pausing) of the first author’s name. You can open a reference by selecting it and pressing Enter, or bydouble-clicking it in the Library window.

1. Click once on the reference with author Apollonov so that it is displayed in the right-hand pane. Click thepreview tab (top of right-hand pane) to change the display to show how it will look in the bibliography.

2. The size of the preview pane can be changed by positioning the cursor on the dividing bar and dragging it.

EndNote stores references in raw form, so (for example) book and journal titles are stored without italics and notunderlined.

In order to preview a reference, a style (chosen by you) is applied to turn the raw information into a proper printedbibliography entry.

Now mark some output styles ready for future use:

1. From the Edit menu choose Output Styles, then Open Style Manager (this may be very slow!)

2. Put a check mark against ‘Cantab’, ‘CUP’, and ‘Harvard’ (this adds these to your favourites, but doesn’tchange anything else on the screen). N.B. The Cantab and CUP styles have been prepared by us with theintention that they can be used as generic ‘Cambridge University’ styles. If you are working on your ownmachine you will need to copy these styles (and the Cambridge Newton catalogue connection file) toyour machine. See page 17 for instructions for doing this.

3. Don’t click Edit. Close the Style Manager box.

4. From the Edit menu choose Output Styles, and you will see that the bottom section shows the styleswhich you have ticked. (The current style is in the top part of the box between ‘New Style’ and ‘OpenStyle Manager’.)

5. In the lower part of the box click on ‘Annotated’, then ‘Harvard’, then ‘CUP’, then ‘Cantab’, andeach time you will see the format of the preview pane change to match the selected style. (Allow time forthe changes to happen.)

6. Once your favourites list is set up, you can change styles quickly using the pull-down menu on the ribbonof icons in the library window.


8. Sorting your Library

Click on a column heading to sort by that field. Try this on the ‘Year’ field. Then sort back into author order.Clicking a heading again will reverse the sort order (e.g. from A-Z to Z-A).

9. Searching for references

If you have an entry open, close it. To generate a list of all references about ‘extinction’ that were publishedafter 1989, choose Search Library from the Tools menu or (ctrl/f [PC] or command/f [Mac]). This opens a search box in the top of the pane.

You will see a set of pull-down menus.

1. Set the first menu (initially labelled Author) to Any Field (this is above Author in the list).

2. Type extinction in the first search box to find references that have ‘extinction’ in ‘Any

Field’.

3. Leave the drop-down menu next to them with the default ‘Contains’

4. Leave the option between the two search items as ‘and’

5. In the second line, set the field menu to Year and choose ‘Is greater than or equal to’ from

the drop-down menu (middle).

6. Type 1990 in the second search box

7. Click ‘Search’ to begin.

8. EndNote displays the results which satisfy the search criteria.

10. Select a Style and preview the references you have foundEndNote’s output styles (or just styles) represent the rules for creating bibliographies for a variety ofpublications. The styles determine how your references look when you print, export, preview, or createbibliographies with EndNote. When you are writing an article for publication in a particular journal, find out fromtheir ‘Instructions for Authors’ which style they require for bibliographic entries.1. Select all the references you have just found. (Click the central area then ctrl/a).2. From the Edit menu, choose Output Styles, and then (in the lower section) select ‘Annotated’ (a

style which prints abstracts with the references). 3. From the File menu choose Print Preview to see how your references would appear on the printer.

Click Close.4. Important: On the left hand menu, click All References (just below MyLibrary) to return to your

complete library.

11. Creating a new LibraryMany of you will want to download references to topics in which you are interested from public bibliographicdatabases such as PubMed or Web of Science and to incorporate those references in your EndNote Library(shown below).However, it is also essential to understand how to create your own new references within EndNote, either by typingor by cut-and-paste from a word-processor document.

1. Close the Library called Paleo but leave EndNote running.

2. From EndNote’s File menu, choose New, and give it the name ‘Theory’ by over-typing the defaultname which the program offers. Click on ‘Save’.

WARNING: if EndNote ever asks you if you want to overwrite an existing Library, always answer ‘NO’! Creatinga new empty Library with the same name as a Library containing references will remove those references, and theycannot be restored. This is why it is dangerous to accept the default name for a new library since the next person touse the machine may do the same.


12. Using a filter to import references saved from an online databaseMany online databases will allow you to save your found references in tagged text format from the Web and thenimport them into your reference software using a filter (template). This means you need to start the EndNoteprogram separately (after searching) and use the Import command to select and read in your saved text file.

1. Download some references [if you want to use a non-science database go to section 15 instead]

2. Start up a browser Start > All Programs > Web Browsing > Internet Explorer) – and go to site www.pubmed.org

3. Enter cuniculi in the search box near the top of the screen and click search4. Click the check boxes beside the first 20found references to mark them for export5. Pull down the PubMed menu labelled Send To (on the right) and select File

6. A sub-menu will open allowing you to change the format of the references. Use the pull-downmenu to change this to MEDLINE7. Click create file then save the results file pubmed_result in to Documents. (Thedialogue offering you the opportunity to save the file will appear at the bottom of the browser window)You will import the saved file into your EndNote library in the next step – take care that you don’taccidentally save it into your Theory.DATA folder as that will make it hard to locate.

13. Import your downloaded references into EndNote

1. Switch back to Theory. Choose (from the Edit menu) Import Filters then (sub-menu) Open FilterManager. (VERY SLOW).

2. Scroll down to PubMed (NLM). You may need to mouse over the scroll bar to make it visible. Clickonce in the check box to put a tick mark there (don’t click Edit). Close the Filter Manager box. Makesure you select PubMed (NLM) not PubMed Central (NLM)

3. From EndNote’s File menu choose Import > file.4. Change the Import Option to PubMed (NLM) [If you don't see it, pull down the menu and select “other

filters” then scroll until PubMed (NLM) is selected].5. The Duplicates option should be set to Discard Duplicates unless there is some special reason why you

want to keep references which are duplicates of existing ones in your library.6. The default Text Translation setting is No Translation. Usually it is best to change this to UTF-8 (the

unicode standard) so that any accents or non-Roman characters will be transferred correctly.7. [PC only: Click the button labelled Choose] [Mac only: click Desktop in the browse window].8. Select your downloaded pubmed_result file from the list shown in the dialogue box (on a Mac, this file

may be on your desktop rather than in your Documents), and click Open.9. Click the Import button. 10. Your new references should appear in the EndNote library window and you should receive a message if

any duplicates have been discarded. Any existing references are temporarily hidden.11. If there were existing references in your Library, to display all your references sorted by author, click the


All References button (there were no existing references in this case, because Theory was a completelynew empty Library).

14. Find Full Text

EndNote can search for available online full text of the references contained in your library.1. Select all the references in Theory (place the cursor in the references pane then ctrl/a).2. From the References menu select Find Full Text>Find Full Text.3. Click OK to accept the copyright warning, and again a few moments later to accept the warning that

EndNote is not set up to use EndNote Web as a helper. 4. EndNote will search for online copies of the full text in databases to which the University Library has

subscribed. Not all periodicals are available online, and in general scientific articles are more likely to befound than humanities ones.

5. You should notice that some of your downloaded references now have a “paper clip” icon beside them inthe Library window. Click the PDF icon in the righ hand window to view it. Find Full Text is still a bit hit-and-miss; not all available PDFs will be discovered and you may well findthat preprints are not downloaded because they are not available via journal link resolvers.

You should avoid running Find Full Text on very large numbers of references as this may cause the journal site toblock access from your ip address. It's best to use it in small batches as you search and download, rather thancollecting a huge number of references and leaving Find Full Text to run while you do something else.

[When you use Find Full Text on your own machine you will need to set the Preferences so that EndNoteconnects via the UL’s resolver. If you are working on a computer within the cam domain you may prefer to leavethe second setting blank so that you are not asked for a Raven password every time you search.

6. Select Edit>Preferences>Find Full Text 7. Change the OpenURL path to: http://tf5lu9ym5n.search.serialssolutions.com/8. Change the Authenticate with URL field to: http://ezproxy.lib.cam.ac.uk:2048/login]

15. Try using a different public database

1. In your browser (Firefox on PC, Safari on Mac) connect to JSTOR via: www.jstor.org 2. By default you are offered a box to do a basic search. Look for something relevant to your research

interests. Click the left-hand check-boxes to select some of your found references for download or useSelect/unselect all to select all your found references for export.

3. Click Export and then the link labelled RIS (an export format which EndNote can read)4. A dialogue box will ask if you want to open the file with ResearchSoft Direct Export Helper. Click OK.5. Your new references should appear in the currently open EndNote library's window and you should

receive a message if any duplicates have been discarded. Any existing references are temporarilyhidden. (Occasionally this does not succeed and EndNote asks you to select a library to store the savedreferences. If this happens, just navigate to Theory and select it.)

6. If you had existing references, from the My Library side menu click All References to display all yourreferences sorted alphabetically.

16. Attach the full-text article to a reference

1. Open one of the references you downloaded from JSTOR and scroll down to the URL field. Click theURL to return to that item in JSTOR.

2. When the page opens in your Web browser you will see the full text of the reference.3. Click the link labelled View PDF (top right) and accept JSTOR’s licence conditions if necessary.4. Save the file to your local machine by clicking the disk icon (you may need to “mouse over” the bottom

of the document before this appears).5. Return to EndNote and, from the References menu, choose File Attachments > Attach File.6. Select the downloaded PDF file and click Open.


7. A PDF icon will appear in the file attachments field. Warning! The linked PDF file is actually stored inside the .DATA folder which is associated with your EndNotelibrary. If you accidentally delete this folder ALL your attached PDF files will be lost!JSTOR will not let you do “bulk downloads” using EndNote’s Find Full Text command as this contravenes itsTerms and Conditions of Use.

17. Importing references from PDFs that you have already collectedEndNote can be instructed to import the contents of a folder where you have a store of PDFs. The program willattempt to extract the embedded “metadata” such as author name and article and journal title to create a reference towhich the imported PDF is automatically attached.

This process usually works well for recent PDFs, particularly in the scientific disciplines, but will fail if you areimporting older PDFs, which are simply images with no embedded text, or magazine articles which do not includestandardised metadata.

1. Choose File > Import > Folder 2. Select the folder named “Scopus” in your documents folder. This contains a few PDFs which I downloaded

earlier. (You may need to browse to the \\filestore\x...(U:) directory to locate it.) 3. Set PDF as the import option.4. Click Import to start the process.

EndNote will attempt to import your PDFs and associate them with reference data.

18. Annotating your saved PDFs

1. Select a reference which has a PDF attached.2. In the right-hand pane, click the PDF tab and then the arrow icon to open the PDF to its full width.3. Try the effects of the highlight tool (highlights selected text in yellow) and sticky note tool (adds a

comment at the point where you click the cursor.Note that the sticky notes cannot be retrieved by searching, so they are not a substitute for adding useful keywordsand notes to the reference itself.Close Theory and quit from EndNote.

19. Writing a paper and citing references using EndNote

The EndNote Add-in creates an additional Word Tab to give you direct access to your references while writing adocument.

When you wish to insert a citation you simply click the tab in your Word document to retrieve it from yourEndNote library.

We have prepared an example Word document for you to use.

MAC: Start EndNote and open the Paleo.enlLibrary.

O p e n Word (Applications > Word and TextProcessing) and choose File > Open .

Find your Documents, click once on Paleo.docand click Open .

PC: The word file Paleo.doc we prepared earlierfor use in this course already has some EndNoteentries.

Open Word (Start > All Programs > Word andText Processing > MS Word) and click File (topleft). Click open, then choose Paleo.doc in yourfilespace.

Suppose you want to cite the sources for the last idea in the paper. 1. Position your cursor before the last full stop and type a space. NOTE put the cursor in the TEXT, not

the reference list which has been created by EndNote from the citations that have already been added asEndNote cannot insert a citation within material which it has generated itself.

2. Click Word’s EndNote7 tab, then Go to EndNote (on the left). This will launch EndNote.


3. Open Paleo.enl as this is the library which contains the references relating to the paleo document.

4. In EndNote’s Edit menu, choose Output Styles then (in the lower section) Cantab.

5. To cite the reference by Gardiner at this point in your paper, simply:

6. Select (single-click) the Gardiner entry in the Library window7. From EndNote’s Tools menu click Cite While You Write and choose Insert Selected Citation(s).

The document text should now end: … larger wing-like arm (Gardiner, 1988).and the Gardiner reference will appear in the bibliography at the end of the document.Now add a footnote after the words ‘While the true origin of this larger reptile’ by positioning thecursor after the word ‘reptile’ and:

PC: Click References tab > Insert FootnoteMac: choose Footnote from the Insert menu and in the dialog box click OK.

This should leave the cursor positioned after the footnote number in the Footnotes window.1. In Word’s EndNote tab, Go To EndNote. [MAC: click EndNote window]

2. Click once on the reference by Baker. (You may need to click All References to show it)3. From EndNote’s Tools menu click Cite While You Write and choose Insert Selected Citation(s).4. The Baker reference will appear in the footnote and in the bibliography.

EndNote can be instructed to present footnote citations as brief in-text citations or like complete references in abibliography. Each style can only do one of these things, however – most give complete references. Our Cantab-brief style allows brief citations in footnotes. See also the EndNote Help system. NOTICE that EndNoteunderstands how to format citations within footnotes, but it CANNOT create footnotes itself, or change in-textcitations into footnote citations.

It is possible to add a page number to a citation in the text.1. Right-click once inside the Gardiner citation (Gardiner, 1988) in the text. WARNING:NEVER2. From the menu which pops up choose Edit Citation(s) > More. attempt to edit

citations manually 3. In the box labelled Suffix: type , p. 79 . Then click OK. because of the risk of

This should put , p. 79 at the end of the Gardiner reference in the text. corrupting codes

If you are using the Cantab output style (but this doesn’t work with most other styles), you can add page numbersin a different way:

1. In your Word document, right-click the Gardiner citation (Gardiner, 1988) in the text.

2. From the pop-up menu choose Edit Citation(s) > More.

3. In the Pages: field, type 17-29 , then click OK . The inserted page numbers will appear in the citation.If you need to add more text to the paper, don’t over-type any in-text citations (this is because they contain specialcodes that allow Word and EndNote to format and unformat the references automatically).If you end up with two adjacent citations that you want to merge, e.g. (Gardiner, 1988) (Schwartz, 1990)there is probably a space between them. Delete it then click the “update citations” link (middle of tab) to convert itto (Gardiner, 1988; Schwartz, 1990). Don't try to do this by typing in the semi-colon.

20. Reformatting your document with a different output style

If you decide that you need to change the way your references are laid out in your document this can be done veryquickly by reformatting them with a different output style (Warning: reformatting cannot move citations fromfootnotes into the main text or vice versa.)

1. Click the EndNote tab in Word.2. From the Style menu in the centre pull down Numbered.3. EndNote will go through the Paleo document replacing the citations which were showing author and date


— e.g. (Smith, 2009)— by numbers and numbering the bibliography items.Tip: If you simply want a stand-alone bibliography of all your references the best option is to go back to the

EndNote library and set the output style you want then choose “Export” from the file menu.In the dialog box that appears pull down the “save as file type” menu to select Rich Text format (RTF).This will produce a file which includes italics etc. and can be opened by MS Word. It is an ordinary file withno EndNote codes, so you can edit it as you wish, and there is no need to attempt to insert hundreds ofcitations in a blank file in order to generate it.By default it is sorted by author surname, but you can modify this by editing the output style. Do not use thisas a substitute for your EndNote Library: it is just a convenient way to print all your references in a readableformat!

NEVER attempt to use more than one library to insert citations into a document. If a document hassome references from one library and others from a different one EndNote may become hopelesslyconfused and no longer be able to format your references.

21. Using Term Lists

1. When you start typing into the Author, Journal Title, or Keyword fields, EndNote will try to auto-completeanything that you type, thus saving you typing time and ensuring consistency of spelling. In order to do thisit creates Term Lists which are simply internal lists of names which it has met before.

2. It is useful, from time to time, to open these Term Lists, particularly the Authors Term List, to checkthat your spellings are correct and that you are entering fields correctly. In EndNote’s Tools menu, chooseOpen Term Lists, then Authors Term List (or whatever).

3. It is possible to edit the Term Lists, and to delete items from them. Note, however, that this does notchange all your bibliography entries which contain those items.

4. You can also create additional Term Lists, to save typing and to ensure consistency. For example, youcould create a Term List linked to the Publisher field.

22. Accents, foreign scripts, and italics

The standard key shortcuts used by Word (on the PC) for inserting accented letters don’t work in EndNote. If youhave a lot of foreign-language material to enter, you can switch to a foreign keyboard. The box following this paragraph shows how to type basic accented letters into EndNote on Mac and PC. On a Macyou can use keystroke combinations, but on the PC you need to use the Character Map Utility. This is quitecumbersome, so for large stretches of accented text it would probably be more efficient to switch to one of theInternational keyboard layouts, or type into a word processor document and copy/paste.

MAC: Special characters are typed bythe normal Macintosh keystrokecombinations:á is alt/e followed by aé is alt/e followed by eó is alt/e followed by oŒ is shift/alt/Qç is alt/c

ñ is alt/n followed by n

PC: Accented and special characters can be copied from theWindows Character Map.In the Start menu, choose All Programs > Accessories >System tools, then Character Map.

Click on an accented or special character, click on ‘Select’, click‘Copy’, then go back to your reference window and use (in the Editmenu) Paste (or right-click) to insert the character.

23. Continue typing the following new references

Make sure that your Theory library is open in EndNote. For each new reference, choose New Reference from theReferences menu, and when you’ve finished a reference, click its close box. Text shown below in angle bracketsshould be typed in the ‘Notes’ field, without the angle brackets.

These notes contain a title in italics; when you finish typing the notes, select the words to be in italics and click theItalic button on the Text toolbar or the Edit > Font menu.

The words in square brackets are Keywords; type each one on a separate line, without the brackets orsemicolons.


H. Khatchadourian (1988) Terrorism and Morality. Journal of Applied Philosophy, 5(2), 131-145. <SeeNielsen’s arguments about ‘terrorism’ in Violence and Terrorism, 1986> [terrorism; ethics]

This example is a Book, and ‘Travaux … Renaissance’ is a series title.J. E. G. Dixon and John L. Dawson: Concordance des Œuvres de François Rabelais(Travaux d’Humanisme et Renaissance, 1992) Genève: Librairie Droz [Rabelais; concordance]

The following is not a journal article or a book or an edited book. What is it? [The word ‘in’ is a hint – it is a Book Section.] Note that the author has a three-word surname.The editor (an organization, ADHO), has no first name: type the editor’s name as ADHO, (with the comma).

Rafael Pérez Aguiar, José: El Reconocimiento Automático de la Composición en Español, in ADHO,Digital Humanities 2006, pp. 190–2 (Paris: Sorbonne, 2006) [Spanish]

24. Backing up your database

It is essential that you keep backup safety copies of your database separate from your own computer (in case thecomputer itself is stolen or destroyed). The best way to produce your backup copy is to use EndNote’s CompressedLibrary feature which bundles your library and its associated .DATA folder together and compresses them so thatthey can easily be copied or emailed. We recommend that you store your current version of the library and .DATA folder in your documents folder NOTinside the EndNote program folder. NEVER try to put the .enl file INSIDE the .DATA folder—both will stopworking!To create a compressed backup file:

1. From EndNote’s File menu select Compressed Library.2. Use the default settings (create new file, save all the library references, save all attached files) > next

3. Click Save.

4. The saved file Theory.enlx can be dragged from My Documents to a memory stick or emailed as anattachment. If you need to restore your library from the backup simply start EndNote and open thecompressed library from the File menu (don't attempt to use Import as this will scramble the recordnumbers).

25. Using a connection file to search and download from an online database

[This will not work from your own laptop using a plain Lapwing connection, but it SHOULD work if youhave connected using Eduroam]

When you connect to a database from within EndNote, using a connection file, EndNote manages the searchprocess so that you do not need to learn a variety of different user interfaces. The search dialogue box is almostidentical to the one you used earlier to search for references stored in your EndNote library. Connection files onlywork with datasets on servers which provide a Z39.50 service, so not all databases can be accessed using thismethod. If you try BOTH methods and compare the results, you will occasionally find that what is ostensibly the samedatabase is not producing identical output for different search methods. This probably happens because themethods are not in fact querying the same database, but two different ones built from the same originalinformation, and ending up with slightly different sets of errors.

1. Click the globe icon at the top left of the EndNote Library window (just below the menu bar). This putsEndNote into online mode.

2. Go to EndNote’s Tools menu and click on Online Search. A dialogue box will open listing all the currentlyavailable connection files.

3. Scroll up and down until you find COPAC (Combined Online Public Catalogues) Double-click on it, orhighlight it and click Choose.

4. You should see EndNote initialise the connection and open the search window. The connection may fail ifthe database is already too busy or if the connection times out. This often happens with popular databasessuch as PubMed and the Library of Congress. PubMed and COPAC are free to all, but a password-


controlled database would have caused a login box to open.5. Type in the word Lusitania in the Any Field box then click Search to search for entries in the catalogue

mentioning Lusitania.

6. EndNote will report how many references it has found and ask whether you want to retrieve them to thedisplay window. All the found references would take a while to download, so click on the second figureand edit it to 25. Click the OK button to retrieve the first 25 found references.

7. At this stage the references have not been added to your own library. Highlight the ones you want to keep,then click the icon immediately on the right of the styles pulldown menu (like a red arrow on a document)to transfer them.

8. Click the books icon (to the right of the globe icon) to return to library mode.9. A temporary group called Copied References is visible on the left-hand menu headings. Click it to see

just your newly copied references. At this stage, if you wish, you can do some editing such as adding akeyword to every member of the group.

10. Try connecting to the Rælingen fb and searching for Island (in Any Field). You should get someresults which include titles containing accents and ð as the RFB is set up to transmit these in a standardformat that EndNote can handle.

When you have downloaded references from a public database, you need to open each one to check that all thefields have their correct contents (e.g. some databases put both Publisher and Year in the Publisher field).Not all of the connection files included with EndNote will do anything useful as many of them point to databases inthe US to which the University does not subscribe. The best place to check the location of databases whichUniversity members can access is the University Library’s Electronic Resources web page:

www.lib.cam.ac.uk/eresources /

Online databases come in a very wide variety of download formats. You will generally need to look carefully forsome indication of the format that applies to the particular site in which you are interested.

26. Set up a “Watch Folder” for downloads

EndNote X7 can be set up to monitor a particular folder and try to import any PDFs which have been added to it.After successful import, a copy of the PDF is saved in EndNote's .DATA folder and the original is moved to afolder called “imported” which is created inside the monitored folder to prevent files being imported more thanonce.

1. Edit > Preferences2. Select PDF Handling3. Check “Enable automatic importing” and select the folder where you will be downloading articles.4. Select the auto-renaming options you prefer (will rename the PDFs copied to .DATA but not the originals).

EndNote should now try to import any PDFs downloaded to the monitored folder. You may need to close Theoryand open it again to make it “notice” that you've downloaded some PDFs into the watch folder.

27. Attach a figure or image and its associated caption to a reference

IMPORTANT NOTE: If you are including figures which originate from a published source (e.g. an online article)you must obtain all necessary permissions to reproduce it. Acknowledge the source in the figure caption. EndNote can only store one figure per library reference.

1. In the Paleo library create a new reference with type Figure. 2. Position the cursor inside the reference and from EndNote’s References menu choose Figure >

Attach Figure

3. Click the choose file button and select feather2. Click Open to attach it to your reference4. Type “Cockatiel” into the Caption field below the figure. EndNote will number captions automatically

when you use it to insert figures into a document. 5. Close and save the new reference.

This method will enable you to create a searchable library of images and their captions together with your ownnotes. Unless you have a known figure author which you wish to put in the Creator field you may find it helpful touse it for a reminder which will help you to locate figures in the library window view (such as “Cockatiel image”).


28. Add your figure to a Word document

1. Start up word and open the Word document paleo.doc. Position the cursor after the first paragraph andthen go to Word’s EndNote tab and, click the insert citation button’s pull-down menu (rather a smallinconspicuous down arrow); then choose insert figure. (If you do not see the find figure command, youhave probably clicked the wrong part of the button—close the box and try again).

2. Enter “Cockatiel” as the search term. There is only one reference containing a figure with this caption sothat will be retrieved

3. Click Insert to insert the figure with its caption into the document, with a reference to the figure in thetext. This process may take a few moments, and the figure may appear distorted before it resizes to fit theavailable space.

If you have inserted several figures and later need to add more items earlier in the sequence EndNote shouldautomatically renumber them. If this does not happen, click the Update citation and bibliographycommand in the EndNote tab.

29. Associate EndNote with an EndNote Web (Basic) Account

If you already have an EndNote Web (online) account you should first open a new empty library to avoid addingreferences from this practical to your existing online library. If you already use EndNote Desktop it's probably bestto wait and set up EndNote Web from your existing Desktop library rather than trying it now.

1. Edit > Preferences > Sync

2. Click the Enable Sync button. If you already have an EndNote Web (online) account, you can enter yourcredentials and click OK to copy your library down to EndNote desktop. Otherwise, click the Sign Upbutton and fill in your details to create an account.

3. Click OK to save your settings and check the Sync Automatically box to set EndNote up tosynchronise your EndNote library with an EndNote Online library “in the cloud”.

4. Be aware that sync is not a substitute for backing up, although it can be very useful if you need to movebetween different computers as you can open a blank library and sync down the latest version of yourlibrary. Because sync automatically creates an exact copy of the current library which is continuallyupdated it will also copy any errors (e.g. if you delete references you did not intend to). Keep a safetybackup as well just in case something goes very wrong.

30. Sub-divide your library with Groups or Smart Groups

You need to remember that these are views of your library, not containers in which references are stored—think ofthem as being more like circles on a Venn diagram than folders of notes. Groups can be very useful to help youkeep track of different topics and it is possible to automate this by setting up “smart groups” which pick upreferences containing pre-set words or phrases.

1. Open the Theory library and choose Groups > Create Smart Group

2. Name it “Microsporidia”3. By Default the first field used is Author. Click the pull-down menu beside it and scroll back to “Any Field

+ PDF with Notes” and select this.4. Leave the “Contains” option as it is.5. Enter Microsporidia in the search box following Contains.6. Click the Create button.7. You should find that the new group has isolated all of the cuniculi references you downloaded from

PubMed earlier which explicitly mention Microsporidia.You can also create groups which you control manually by dragging references into them from the central area.


General warnings and advice

Starting up EndNote

Always launch EndNote from the Start menu (PC) or Applications (Mac), not by double-clicking on a .enldocument. Don’t put a shortcut to the Managed Cluster version of EndNote on your own desktop, as it may pointto the wrong version. Always launch from the Start menu (PC) or Applications (Mac).

Try a sample

Try a few references in the format you need to use for your thesis or book before producing the whole thesis orbook and finding that you cannot get the format correct! Try printing the references and bibliography. Also, show asample of output to your supervisor or publisher to make sure they approve of the layout.

Use only one EndNote Library

If you are writing a multi-chapter document, you must keep all your references in a single EndNote Library. If youcite references from several Libraries, it will be more difficult to produce a single bibliography at the end of yourdocument. It’s also very important that you don’t use more than one library to insert citations into any document(even if the libraries contain similar sets of references). If you do, you may cause EndNote to become so confusedthat it can no longer re-format citations, or you may find that it is continually asking you to confirm whichreferences you really intend.

Don’t try to edit EndNote insertions in your Word document

Always be extremely careful not to make any changes to citations or references in the bibliography except with thestandard “edit citations” command.You can see whether or not a piece of text is editable; if you click once in the text and it all goes grey, that tells youthat it has been inserted by EndNote and should not be edited, except with EndNote’s own “edit citation”command! If you like to edit using a lot of cut-and-paste to rearrange material in your document I strongly advisethat you work with your citations in the UN-formatted state – {Smith, 2000 #44} – which is simply text and can bemoved about with no danger of corrupting the file.

Multiple adjacent citations

If you need to reference several citations at a single point in your text, like this:some text {Baginski, 1988 #17}{Belknap, 2000 #23}

don’t put a space between them, because EndNote will not amalgamate them into the correct form. If you end upwith two adjacent formatted citations, e.g.some text (Baginski, 1988)(Belknap, 2000) DON’T edit themyourself to a form like some text (Baginski, 1988; Belknap, 2000) but instead delete both citations and re-insert both of them together using EndNote (to select more than one reference in EndNote, use ctrl/click on aPC, command/click on a Mac).

Institutions as authors

To type the name of an institution as an author, you need to add a comma at the end of the author field. Forexample, for the reference Oxford University Computing Service (1988): Micro-OCP you type:

Author: Oxford University Computing Service, (including the final comma)Year: 1988Title: Micro-OCP

Find Full Text

Avoid running Find Full Text on very large numbers of references at a time. This may cause the journal site fromwhich articles are being downloaded to become over-loaded and protect itself by blocking your computer's ipaddress. In the worst case scenario it may block access from the whole of your department or from the cam domainin general, which will make you very unpopular!


Backups and archiving

We recommend that you always store an archive version of any document you produce using Word and EndNotewith its citations in their unformatted state. This is particularly important if you are working on a large documentwith many reference citations. You can then return to the document to add sections to it, or more references. And ifyou want to publish a single chapter as a separate paper with a different output style, this is quite easy to do fromthe unformatted version.NOTE – this refers to storage of the WORD document NOT your EndNote library, which must always be copiedtogether with the .DATA folder without any attempt at manipulation or conversion to other formats other thanEndNote’s own compressed format. We recommend that you store your current version of the library and .DATA folder in your documents folder NOTinside the EndNote program folder.

Document Types

It can be difficult to decide what document type to use for an item which you've accessed via the Web or on anelectronic device such as a Kindle. The table provided by APA may help you decide what to select:

http://blog.apastyle.org/apastyle/2012/04/reference-example-organization.html

Another helpful site for guidance on citing uncommon reference types is

http://www.citethemrightonline.com/

Appearance of your Word document

Note that the lineation and pagination of an unformatted document will in general be quite different from the finalformatted version. The rule is: first concentrate on the content of your text (words and references and footnotes).When you are completely satisfied that your text says what you want it to say, then (and only then) tidy up thelayout of lines, pages, footnotes, and your bibliography.

Backups

As with all files you produce – on your own computer or on a public system – you should ensure that you backupyour files with at least two copies on magnetic media such as CD-ROM, or memory stick; keep the two copies inseparate buildings! Magnetic media are often unreliable, and you should not expect to be able to read old backupsindefinitely. DON’T move, edit, or change any of the files within the .Data folder!When you move an EndNote Library to another computer or backup device, ensure that you copy both the .enlfile and the folder .Data or use EndNote’s Compressed Library option.

Obtaining EndNote

If you want to buy a copy of EndNote for personal use the latest version full boxed copy or download (for eitherWindows or Macintosh) is available direct from Adept Scientific plc on telephone number 01462–489011. Adeptwill require some proof of your current University Membership.

There are more details on their website www.adeptscience.co.uk/a4e/.Anyone with a Raven password can use it to authenticate and get the discount and there is a special discount forpeople from places with a site licence. To find out about Raven, see www.cam.ac.uk/cs/raven/For departmental use you can buy EndNote from CS Software Sales, see: http://www.ucs.cam.ac.uk/compsoft/software-sales Departments need to buy as many individual licences as they have machines on which they will be running EndNote, plus one set of magnetic media.IMPORTANT: if you use a Computing Service install disk after you have tried out the EndNote download youMUST use the Add/Remove Programs (Windows) or Uninstall (Mac) to remove the demo completely before youtry to us the disk. If you do not do this your registration key will not be recognised.Special discounted bundles of software may be available that include EndNote, but availability may change.


Compatibility of EndNote and Word versions

The site www.endnote.com gives the latest details about the program, including compatibility charts betweenversions of EndNote and versions of Word.

Updated versions of Output Styles, Import Filters, and Connection Files

The site www.endnote.com has a tab labelled ‘support & services’. In the ‘Downloads’ section of that tab, ithas links from which you can download updated versions of Output Styles, Import Filters, and Connection Files.Note that these usually contain additions to the existing stock of styles, etc. The existing styles themselves arerarely changed.

Why use EndNote?

• With EndNote, you type the information about each reference only once, ensuring consistency andaccuracy.

• If you need to change the format of references (for example putting brackets round dates), it is trivial to dothat in EndNote, very tedious to do in Word.

• EndNote helps you decide how to lay out a reference, and what information you need. For example, with abook that is part of a series, do you also enter the Series Title, and if so, where?

• If you are writing a document for a thesis, for example, and then wish to publish part of it in a journal, youwill need to reformat all the references if they are in Word; if they are in EndNote, you merely change theoutput format to suit the style of the journal you are publishing with.

• EndNote stores lists of authors’ names, journal titles, and keywords; when you begin to type an author’sname or journal title or keyword already known to EndNote, the program will complete it for you, thussaving typing and ensuring consistency.

Converting existing bibliographies from Word into EndNote

If you have already typed part of your bibliography in Word (more than 200 entries), we may be able to help youconvert it for input to EndNote. The result will not be perfect, but may save you some re-typing.

Please contact us by e-mail (see below) to make an appointment to discuss your particular problems.

If you have just a few references to convert, open your EndNote Library and your Word document, and copy-and-paste information from Word into the correct fields in EndNote references (remember to select the type ofreference: book, journal article, etc.)

Copying the Cambridge custom styles, etc.

If you have your own copy of EndNote its connections, filters and styles folders will not contain those files whichwere written specially for Cambridge (in particular the Cantab, CUP, and MHRA output styles, and theCambridge University Newton Catalogue connection file).

You may copy the customised files for use on a personal or departmental machine. They will work correctly onboth Windows and Macintosh versions of EndNote.

To copy the files today, go to the Documents folder. In it are two folders called EndNote. One of these just containsmore example files, but the other has two folders inside named Styles and Connections. Drag or copy/paste thisfolder to a memory stick.

If you already have some custom EndNote styles or connections, you will have a folder called EndNote with Stylesand Connections in your own Documents folder. In that case you need to copy the contents of the folders onyour memory stick into the relevant folders on your computer so that you don't over-write the existing files. If youdon't yet have any custom styles or connections, you can simply copy the EndNote folder into Documents.

If you don't have a memory stick with you today, email [email protected] and I will send the files by emailattachment.

Electronic resources available via the University Library

The University Library's Electronic Resources web page is usually the best starting point if you do not know whereto find a particular subject database: www.lib.cam.ac.uk/eresources/ (online journals and online


reference databases are listed separately in two different tables). If you know of databases which you would like touse but you cannot discover how to save the records into EndNote, contact:[email protected] for advice.

Because the Web is such a dominant medium information providers are increasingly running web servers as thesole way in which databases are hosted. Unfortunately this means that the number of hosts offering Z39.50 servicesto which EndNote can connect is decreasing and the download and filter method will frequently be the only optionavailable.

Find Full Text on a personal or departmental machine

When you use Find Full Text on your own machine you will need to set the Preferences so that EndNoteconnects via the UL’s resolver.

1. Select Edit>Preferences>Find Full Text 2. Change the OpenURL path to: http://tf5lu9ym5n.search.serialssolutions.com/3. Change the Authenticate with URL field to: http://ezproxy.lib.cam.ac.uk:2048/login4. EndNote will now ask you to login using Raven when you first use Find Full Text in any session.

Accept its warning that your information is being shared with the University Library and press thecontinue button past the list of databases to which login gives you access (this is just for information,you do not need to click on any of the links).

Other resources: Google Scholar and Google Books

It is possible to collect references from both Google Scholar and Google Books and import them into EndNote.A free plugin for the Firefox web browser, called zotero, can save you time.

1. Open Firefox and use it to go to http://www.zotero.org 2. Click on the download link and follow the instructions to download and install Zotero3. When you restart Firefox you will see that “zotero” appears on the bottom right of your browser

window4. Go to scholar.google.co.uk or books.google.co.uk and do another search5. Now, if you look just to the right of the address at the top of your browser you will see an icon shaped

like a folder6. Click on the folder icon and you will see a list of all the found references on the current page7. Select the ones you want to save and click OK8. The references you selected will be saved into Zotero.

Download your saved references into your EndNote library

1. Click the zotero icon at the bottom right of the browser window2. You will see a list of your saved references and zotero’s menus3. Click the icon which looks like a cog (near the top left of the zotero pane)4. Select Export Library5. You will be offered a pull-down menu of output formats: choose RIS6. Save the file as My Library.ris7. Start up EndNote and use the File > Import commands with Reference Manager (RIS) as the

Import option to import your downloaded references into your EndNote library.

EndNote and LaTeX

EndNote can easily be used to create a BibTeX file which can be used to create a LaTeX bibliography:1. Unfortunately EndNote does not automatically generate reference keys, but you can create these using the

Change/Move/Copy Fields command from the EndNote Tools menu.You need to run the command twice.

a) Replace the contents of the label field with RK_


b) Copy the contents of the Record Number field to the Label field, inserting it after the RK_ prefix.

2. Edit > Output Styles > BibTeX Export

3. File > Export > Text OnlyThe resulting text file will contain records in the format:@book{ RK_ 4782 author = {Etkin, William}, title = {Social behavior and organization among vertebrates}, publisher = {University of Chicago Press}, address = {Chicago,}, note = {64013947Gb6413188Includes bibliographies.Co-operation and competition in social behavior, by W. Etkin.--Neuroendocrine correlation in vertebrates, by W. Etkin.--The physiological analysis of aggressive behavior, by D. E. Davis.--Reproductive behaviors, by W. Etkin.--Biological bases for reproductive behavior, by F. A. Beach.--Control of behavior cycles in reproduction, by D. S. Lehrman.--Theories of animal socialization and communication, by W. Etkin.--The evolution of signaling devices, by N. Tinbergen.--The effects of early experience on social behavior and organization, by J. P. Scott.--}, keywords = {Social behavior in animals.Behavior, Animal.}, pages = {xii, 307}, year = {1964}}

4. Use search and replace in TeXShop to remove the space following the underscore in the reference key5. The BibTeX records can be cited using the formula \cite{RK_4782}.

Instructional videos on the EndNote site

There are some helpful instructions and self-teaching videos on the website www.endnote.com


Other relevant courses

Web Skills for Researchers: Web of Knowledge If you are unsure how to set about findingr e f e r e n c e s

online this is a good starting point.

EndNote: Customising Output Formats (Styles) For those who need to learn how to edit the inbuilt outputformats.

The University Library has a huge amount of information about the best way to do literature searches and usereferencing at: http://www.training.cam.ac.uk/cul/Event-timetable If you are unsure about the best way to begin, or how to go about identifying what you need to note in order toreference a particular source correctly, the UL courses are an excellent starting point.

Help!

If you have any difficulties or further questions, please email: [email protected]


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